ARE YOU INTERESTED IN VOLUNTEERING FOR THE 2020-21 SCHOOL YEAR?
The nominations committee is currently looking for officers and committee chairs for the 2020-21 school year. Below you will find a brief description of what each officer and committee position entails.
If you would like more details or want to nominate yourself, please email Andrea Bertole at firstname.lastname@example.org, Ashleigh Hales at email@example.com, or Jamie Arndt at firstname.lastname@example.org .
PTA BOARD POSITIONS:
The President oversees and coordinates the work of the BCES PTA officers, Board, and committees, runs board and general membership meetings, and serves as the official contact, communicator and representative of the BCES PTA. The President serves as an authorized signer for PTA checks, board approved contracts and authorizations for payment; sets goals for programs, budget, membership and communications. The President also attends PTA council/district training and NC PTA meetings. He/She works to connect families, school and community to support student success.
The Vice President is active in the day-to-day operations of the PTA. At the request of the President and Board, the VP can take on additional responsibilities based on need and help work out issues as they arise. The VP is an authorized signer for PTA checks. In the event of a vacancy in the office of President, the VP fills in until a new President is elected. Serving as Vice President provides good training for future presidents.
Examples of roles undertaken by VP in past years that could be shifted to chair roles:
Coordinate & Send PTA Communications, Run Room Parent Program, Assemble and Maintain Social Directory, Manage PTA Volunteer List, Create Electronic Staff Favorites from School Binder, Organize Yearbook, Run Crayola Recycle Program
The Secretary takes minutes at all Board and general membership meetings and works to publicize these minutes on the BCES PTA website. The Secretary is an authorized signer for PTA checks and can take on additional responsibilities at the direction of the Board. The Secretary maintains a file of important BCES PTA documents as outlined in the NCPTA By-laws and transfers this file at the end of her/his term to her/his successor.
The Treasurer collects, deposits and maintains all funds of the BCES PTA in approved depositories and disburses funds in accordance with the annual budget adopted by the BCES PTA, maintaining records identifying the purpose and payee of all disbursements. The Treasurer keeps a current record of income, expenditures, assets and liabilities of the BCES PTA, makes all financial records available for inspection and review by the audit committee, and provides assistance to the audit committee upon request. At each Board and general membership meeting, the Treasurer gives a financial report of PTA income and expenses in relation to the approved budget, ending with a year-end financial report be delivered to incoming president, treasurer, and audit committee. The Treasurer remits dues to the NCPTA as directed by the By-laws and files all required tax forms and reports.
The Audit Chair oversees a committee of at least 3 members (including the Chair) and is responsible for monthly and as-needed financial reviews to confirm BCES PTA expenditures are consistent with the approved budget. The Chair ensures the committee performs 2-3 audits per year. The committee examines the Treasurer’s year-end financial report and the BCES PTA’s financial records, then confirms in writing whether the report is correct, presenting that statement and a copy of the report to the Board for review and approval. The committee summarizes this approved report to the general membership at its next meeting and files it with the NCPTA.
The Advocacy chair is responsible to inform the membership about education issues and North Carolina PTA legislative goals. Advocacy chairs can help the members become effective advocates by doing the following: Communicate with local members regularly regarding North Carolina PTA activities and legislative goals, as well as other children/youth concerns, and discuss with them how they can help improve schools. Take local members to school board meetings and county commission meetings when school issues are on the agenda so they can see first-hand how the process works. Invite elected public officials to meetings where they can discuss and be questioned on their education positions.
The nominating chair works with a committee to come up with a slate of officers to be presented to the General PTA at the end of the school year. Starting in February/March they will reach out to current officers, board members, and committee chairs to see what they want their commitments to be for the following school year. The committee will help fill all officers, board positions, and committee chairs for the new school year.
Members at Large serve as liaisons between the Board and the rest of the general membership. Although duties are not defined, this position assists in various areas as needed at the request of the Board. Members at Large attend all Board meetings to gain an understanding of the Board’s direction and stance on issues, to offer insights and to vote on matters in front of the Board. The BCES PTA has chosen to reserve one of the 3 possible Member at Large positions for a teacher representative for Grades 3-5 to compliment the Teacher Member for Grades K-2. The remaining 2 possible Members at Large positions are filled by volunteers from the PTA’s general membership.
COMMITTEE CHAIR POSITIONS (NON-BOARD POSITIONS):
INVEST IN YOUR CHILD GIVING CAMPAIGN:
Run the first of two key BCES PTA fundraisers during August and September to support the approved PTA budget. Promote this event and organize volunteers to fundraise over a two week per track direct giving pledge drive. Handle the donation collection and records keeping, working with PTA Treasurer.
BCES OLYMPICS FUNDRASIER:
Run the second of two key BCES PTA fundraisers during January and February to support the approved PTA budget. Collaborate with the PE specialist and school to create an interactive, inclusive Olympics themed event to raise funds and spirits and community build. While the Invest Campaign hopes for direct family contributions, the Olympics requests further outreach. Promote this event and organize volunteers to help with Fun Run and individual, classroom and track rewards. Handle the donation collection and records keeping, working with PTA Treasurer.
COMMUNITY SERVICE COMMITTEE CHAIR:
Collaborate with Board and the School’s Counselor to plan 3 community service drives and activities to benefit our school and those around us. Promote approved service opportunities and organize volunteers to assist. Recent drives include Note in My Pocket Clothing Drive, Backpack Buddies, Wake Up and Read, and Food drive for local shelter/ food pantry.
PTA MEMBERSHIP COMMITTEE CHAIR:
The PTA Membership Chairs handle our membership drive at the beginning of the school year. They create a flyer to send home to families, work on promoting and encouraging families to join, collect membership fees, and help record these members through our Memberhub website.
BOOK FAIR COMMITTEE CHAIR:
Work with the Scholastic book company and BCES Media Specialist to organize, set up, and promote 2 Book Fairs (fall and spring). Promote this event and organize volunteers to help with preparations, set up, running the fair and tear down. Work with the Board and school to arrange a Family Night for each Fair and other out of school opportunities for families to visit. Foster Community Building through these events. Coordinate finances and fundraising with Treasurer. To maximize value, funds raised are redeemed in Scholastic Dollars which are used to supply BCES with educational materials for the classrooms and Media Center.
BOX TOPS & FUSS FREE FUNDRAISING:
Organize and arrange times throughout the year to collect Box Tops for Education coupons from BCES families. Encourage families to collect Box Tops throughout the year from commonly used food packages. Promote collection periods. Submit Box Tops for rewards/points for school. This committee also assists in entering grocery store card numbers for families for Harris Teeter and Lowe’s grocery stores.
STAFF APPRECIATION COMMITTEE CHAIR:
This committee works to support and show appreciation to teachers and staff at BCES. This committee coordinate 3 grade hosted appreciation events, appreciation weeks in May, track-in and staff appreciation day treats, birthday acknowledgements for staff, & bus driver appreciation week in February. These activities show the PTA’s support of our hard working BCES teachers and staff.
The Spring carnival brings together families, school staff, students and fun. The chairs coordinate with the company we use for inflatables, organize volunteers, food trucks, and sponsor tables. This committee usually starts planning in February for the May event. Most of the planning can be done via email, and this committee works closely with the silent auction committee.
SPRING AUCTION CHAIR:
The silent auction coincides with our spring carnival. The auction chairs work closely with the carnival chairs to plan a fun event. The auction chairs reach out to businesses via email requesting donations, coordinate volunteers to help pick up items, and post all items on the auction website. The planning for the auction starts in February and ends the evening of the carnival in May. Most of the planning can be done via email.
FAMILY NIGHTS COMMITTEE CHAIR:
Collaborate with Board and work with local restaurants, activity groups and clubs to plan and promote 4 family night out events throughout the year to encourage community building and if possible generate funds for BCES. This committee also helps with the planning of both our Fall and Spring Family nights at the school.
SCREEN ON THE GREEN (FALL FAMILY OUTDOOR MOVIE):
Oversee a committee to work with the Board and the school to arrange and promote a movie night for students, families and community members. Organize food trucks and entertainment for the event. Promotion and advertising, movie selection and food vendors make this a fun night for everyone.
SPIRIT WEAR COMMITTEE CHAIR:
Support BCES by wearing our favorite school colors and logos. This committee promotes new and exciting spirit wear, takes and organizes orders from parents, students and classrooms, coordinates finances and payments. Organizes delivery of clothing and supplies.
YEARBOOKS COMMITTEE CHAIR:
The planning for the yearbook starts after fall pictures up until the yearbook is complete in the spring. This committee helps design and create the yearbook. They work with the school to verify everyone is included in the yearbook, and work on promoting it.
EDUKITS COMMITTEE CHAIR:
Chair(s) coordinate the school supply program for the next school year. Majority of the work is via email. Collect grade level school supplies from school. Send to EduKit representative and finalize pricing. Work with school to distribute flyers from EduKit. All orders are online via EduKit website. Work with PTA & School to send out reminders for upcoming ordering deadlines. Coordinate accepting delivery of EduKits and then distributing them to classrooms.
January – March – avg. 30-60 min every other week (all emails)
April – May – minimal – just sending out reminders about ordering
June – July – 4 days (not full days): All work done on site at school – volunteers make the work light
- Accept delivery from trucking company & verify count (1/2 day); end of June;
- Distribute EduKits to Track 1-3 classrooms (1/2 day); typically 1st week of July prior to the start of school;
- Accept delivery from trucking company & verify count (2 hours) of 2nd order; typically 1st week of school for Tracks 1-3
- Distribute EduKits to all Kindergarten T1-4 & all Track 4 classrooms (2 hours); sometime during the 2nd week of school
EduKit has a lot of resources to help with the planning process, checklists & success guide.